vyayasan Customer Refresh Skill - v1.0.0
Periodic customer review with independent re-verification to maintain ongoing due diligence compliance and detect material changes.
Overview
Refresh is mandatory continuing monitoring required under AMLD5 (UK/EU), FinCEN CDD Rule (US), and MENA regional regulations. This skill re-runs the Step 0 onboarding verification framework to establish whether material changes have occurred and risk profile remains appropriate.
Key Principle: Refresh detects what changed, not what was previously found.
Why Refresh Matters
Regulatory frameworks across all jurisdictions mandate ongoing monitoring because:
Risk Emergence: Beneficial ownership, regulatory status, and threat profiles evolve. A low-risk business can pivot to high-risk sectors; transparent ownership can become hidden.
Sanction Exposure: Designation lists update monthly. Customers or their beneficial owners may become PEPs, fall under sanctions, or face criminal charges.
Adverse Media Detection: News of regulatory enforcement, criminal convictions, or corruption allegations may not appear during onboarding but emerge later.
Beneficial Ownership Verification: AMLD5 and FinCEN BOI Rule require periodic confirmation that beneficial ownership information remains accurate and complete.
Refresh Intervals by Risk Category
See detailed regulatory requirements:
- UK/EU: regulations-uk-eu.md
- MENA: regulations-mena.md
- US: regulations-us.md
Quick Reference:
- HIGH: Annual (all regions)
- MEDIUM: 24 months (UK/EU), 6 months (MENA)
- LOW: 36 months (UK/EU), 12 months (MENA/US)
Refresh Triggers
See complete trigger library: refresh-triggers.md
Types of Triggers:
- Time-based: Scheduled per risk category
- Risk-based: Customer risk score change, business model shift, regulatory classification change
- Event-based: Sanctions alert, adverse media, regulatory enforcement, MLRO escalation closure
Step-by-Step Refresh Procedure
Step 1: Initiate Refresh [HITL Checkpoint]
Analyst Actions:
- Open customer profile and verify last refresh date vs. risk category
- Confirm trigger: Time-based, risk-based, or event-based (document in case file)
- Export original onboarding report to compare findings
- Review original 5 searches performed at Step 0 onboarding:
- Search 1: Google/LinkedIn/Business Registry (public profile, business interests)
- Search 2: Sanctions/Regulatory (OFAC/PEP databases, regulatory records)
- Search 3: Adverse Media (news, adverse events, regulatory actions)
- Search 4: Corporate Records (ownership structure, filings, director changes)
- Search 5: Financial Risk (credit reports, industry risk indicators, market data)
Manager Checkpoint:
- Confirm refresh is timely (not premature, not overdue)
- Verify trigger is documented and justified
- Approve proceeding to Step 2
Step 2: Re-Run 5 Independent Searches [HITL Checkpoint]
Repeat exact searches from onboarding to establish fresh baseline.
Search 1: Public Profile & Business Interests
- Google search: Customer name + company name
- LinkedIn profile review
- Company registry filings (Companies House UK, SEC Edgar US, local registries)
- Business database review (Bloomberg, Crunchbase, business.gov.uk)
- Compare to original: New directorships? Business pivots? Changed sectors?
Search 2: Sanctions & Regulatory Databases
- OFAC SDN List (US)
- EU Sanctions Lists
- UK Office of Financial Sanctions Implementation (OFSI)
- UN Consolidated Sanctions List
- INTERPOL Red/Yellow Notices
- Compare to original: Any new matches? Designations on family members?
Search 3: Adverse Media Review
- Google News search (5-year lookback)
- Reuters/Bloomberg news terminals
- Adverse media monitoring service (LexisNexis, World-Check, Refinitiv)
- Regulatory enforcement databases
- Criminal record databases (jurisdiction-specific)
- Compare to original: New media coverage? Regulatory actions? Criminal charges?
Search 4: Corporate Structure & Beneficial Ownership
- Company registry beneficial ownership filings
- Corporate structure diagrams (if available from data providers)
- Director and shareholder searches
- Related entity searches (common shareholders, directors)
- Ownership chain verification
- Compare to original: New beneficial owners? Changes in shareholder structure? Hidden beneficial ownership patterns?
Search 5: Financial Risk Indicators
- Credit report review (if available and permitted)
- Financial viability indicators (industry reports, market data)
- Industry risk assessment (sector risk changes?)
- Geographic risk mapping (new operations in high-risk jurisdictions?)
- Transaction pattern baseline (if monitoring data available)
Analyst Documentation:
- Record all 5 searches with dates, platforms used, search terms
- Screenshot or document key findings
- Note "No new findings" vs. "New findings" for each search
Manager Checkpoint:
- Confirm all 5 searches were completed
- Verify search methodology matches original onboarding
- Approve moving to Step 3 (change comparison)
Step 3: Identify Material Changes [HITL Checkpoint]
Compare refresh findings to original onboarding findings.
Material Changes (Automatic Escalation):
Beneficial Ownership Changes
- New beneficial owner with 25%+ stake
- Beneficial owner departure (25%+ stakeholder)
- Evidence of beneficial ownership concealment
- Change to nominee or trust ownership structure
- Action: ESCALATE to Manager + MLRO
Business Structure Changes
- Corporate restructuring (merger, acquisition, restructure)
- Business sector pivot to high-risk sector (crypto, gambling, trade finance, weapons)
- Loss of regulatory status or license
- Action: ESCALATE to Manager + MLRO
Regulatory Changes
- Customer becomes regulated entity (escalate for new due diligence)
- Customer loses regulatory authorization
- Regulatory enforcement action against customer or principals
- Action: ESCALATE to Manager + MLRO
Sanctions & Adverse Media Changes
- Sanctions designation (any customer or beneficial owner)
- Adverse media: regulatory enforcement, criminal conviction, corruption allegation
- INTERPOL or criminal investigation listing
- Action: IMMEDIATE ESCALATION (same-day MLRO notification)
Non-Material Changes (Risk Assessment Update):
- Address change within expected geographic scope
- Standard corporate governance changes (board rotation, officer changes)
- Business expansion within same risk sector
- Beneficial ownership updates confirming prior findings
Analyst Documentation:
- List all findings (new and unchanged)
- Flag each finding as "Material Change" or "Update"
- For material changes: document source, date discovered, risk implication
- For updates: brief note confirming prior findings still valid
Manager Checkpoint:
- Confirm change classifications (material vs. non-material)
- Verify material changes are documented with source evidence
- Determine escalation path (Manager review, MLRO notification, immediate quarantine)
Step 4: Risk Re-Assessment [HITL Checkpoint]
Update customer risk category based on refresh findings.
Risk Categories:
- HIGH: PEPs, beneficial owners of complex structures, high-value customers, high-risk sectors, frequent transactions to high-risk jurisdictions, family of sanctions targets
- MEDIUM: Established businesses in moderate-risk sectors, some international activity, standard corporate governance
- LOW: EU regulated entities, transparent ownership, narrow scope of business, domestic focus, established markets
Reassessment Decision Tree:
- Were any MATERIAL CHANGES found? → ESCALATE (see Step 3)
- Do new findings increase risk? → Upgrade risk category or maintain current level
- Do any findings decrease risk? → Consider downgrade (documented justification)
- No material changes found → Confirm existing risk category with brief note
Documentation:
- Current risk category (HIGH, MEDIUM, LOW)
- Reassessed risk category (if changed)
- Justification for any risk category change
- Next refresh date per new risk category
Manager Checkpoint:
- Review risk assessment rationale
- Confirm risk category is appropriate for findings
- Approve risk decision and next refresh schedule
Step 5: Material Change Escalation (If Applicable)
When to Escalate:
All material changes from Step 3 require escalation. Route to:
- Manager: For review and oversight (all escalations)
- MLRO (Money Laundering Reporting Officer): For determination of SAR-reportability (US) or regulatory reporting (UK/EU/MENA)
Escalation Urgency:
- IMMEDIATE (same-day): Sanctions designation, criminal charges, evidence of beneficial ownership concealment
- PRIORITY (24-48 hours): New beneficial owners, business pivots to high-risk sectors, regulatory enforcement actions
- STANDARD (1 week): Material ownership changes, loss of regulatory authorization, substantial adverse media
Manager Actions:
- Review refresh findings and material change determination
- Assess customer account risk and transaction history
- Determine if SAR/suspicious activity reporting required
- Decision: Escalate to MLRO, escalate to compliance team for investigation, or route to specialized unit
MLRO Actions:
- Evaluate suspicious activity pattern (if Manager refers)
- Determine regulatory reporting obligation
- Determine account actions: monitoring enhancement, transaction review, account closure review
- Document decision and rationale in case file
Post-Escalation:
- Account placed on enhanced monitoring pending resolution
- Next refresh scheduled after escalation resolved and account decision made
Step 6: Generate Output & Schedule Next Refresh
Output Template: Use locked template from OUTPUT_TEMPLATES/refresh-report.md
Refresh Report Contains:
- Refresh initiation date and trigger
- Summary of 5 searches conducted (platforms, dates)
- Key findings from each search (new and unchanged)
- Comparison table: Original onboarding vs. refresh findings
- Material change determination (yes/no, what changed)
- Risk category re-assessment with justification
- Escalation decision and routing (if applicable)
- Manager sign-off with name, date
- MLRO referral summary (if escalated)
- Next refresh date scheduled
Case File Updates:
- Attach refresh report to customer case file
- Link to original onboarding findings for comparison
- Update customer profile with new information (address, beneficial owners, regulatory status)
- Update risk category and next refresh date in system
Schedule Next Refresh:
- HIGH risk: 12 months from refresh date
- MEDIUM risk: 24 months from refresh date (36 months for HIGH if reassessed to MEDIUM)
- LOW risk: 36 months from refresh date
- Set system reminder for 30 days before due date
Manager Final Checkpoint:
- Refresh report complete and accurate
- Case file updated with findings
- Next refresh date scheduled appropriately
- Escalations routed correctly (if applicable)
- Archive refresh documentation per retention requirements
Material Change Examples
Scenario 1: Business Pivot (Material Change)
Original: Business consulting firm, LOW risk, 3-year refresh cycle Refresh finds: Company now offers crypto trading services and investment management Analysis: Business pivoted to high-risk sector (crypto) without prior disclosure Action: ESCALATE - Material change, risk reassessment required (likely HIGH)
Scenario 2: Beneficial Owner Change (Material Change)
Original: Family-owned business, clear beneficial ownership, MEDIUM risk Refresh finds: New beneficial owner acquired 30% stake via offshore entity, beneficial ownership structure now opaque Analysis: Beneficial ownership changed materially, transparency decreased Action: ESCALATE - Investigate new beneficial owner, determine if concealment patterns present
Scenario 3: Regulatory Action (Material Change)
Original: Financial services firm with valid licenses, MEDIUM risk Refresh finds: Regulatory authority issued enforcement action for compliance failures; CEO charged with fraud (media alert) Analysis: Regulatory status changed; principals now under criminal investigation Action: IMMEDIATE ESCALATION - Contact MLRO for SAR evaluation and account disposition
Scenario 4: No Material Changes (Update Only)
Original: E-commerce business, transparent ownership, MEDIUM risk Refresh finds: Address moved within same city; new CFO on board; annual revenue growth documented Analysis: No material changes to beneficial ownership, business model, or regulatory status; governance updates are normal Action: CONFIRM risk category, document findings, schedule next refresh per 24-month interval
Regional Compliance Notes
Refresh requirements vary by jurisdiction. See detailed guidance:
- UK/EU: regulations-uk-eu.md - AMLD5 compliance, annual HIGH risk
- MENA: regulations-mena.md - Enhanced QUARTERLY for HIGH risk per UACB/SAMA
- US: regulations-us.md - FinCEN CDD rule, annual HIGH risk
Multi-Jurisdictional Customers: Apply most stringent requirement. If customer operates in both UK and US, use annual refresh interval (both jurisdictions require annual for HIGH risk).
Locked Output Template
Use: /OUTPUT_TEMPLATES/refresh-report.md
Ensures consistent documentation and audit trail compliance.
Version: 1.0.0 Last Updated: 2026-02-12 Author: Vyayasan Regulated: AMLD5 (UK/EU), FinCEN CDD Rule (US), UACB/SAMA (MENA)
MCP Integration: Uses same ~~browser, ~~excel, ~~pdf connectors as onboarding workflow. See CONNECTORS.md.